E-commerce accounting for online stores: tax, bookkeeping and control
Tax and accounting support for online stores that need to organize VAT, bookkeeping, payments and documentation. We review the actual operation before defining obligations and service scope.
Request information for your e-commerce business
Tell us about your platforms, gateways, countries and warehouses so we can review the scope your store needs.
Raúl Moraleda · CEO
Chartered Economist · Licensed Admin. Manager nº111
Alicia López · Head of Tax Operations
Tax Operations & Compliance Specialist
Estibaliz Sanz · Head of Tax Services
Tax Advisory & International Taxation
Tax and accounting control for digital operations
An online store combines platform data, payments, refunds, fees, invoices and inventory. The work starts by reconciling those sources and documenting each accounting and tax treatment.
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Data spread across systems
The sales platform, payment gateway, bank and invoicing system may show different dates and amounts that need to be reconciled.
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VAT depends on the operation
Treatment may vary by customer type, destination, warehouse and channel. Any possible use of OSS is assessed against the full circumstances.
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Inventory and documentation
Inventory movements, returns and supporting records need enough traceability for accounting and tax review.
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Multi-channel growth
Adding another store, gateway, marketplace or warehouse changes information flows and may alter the scope of the work.
E-commerce accounting for stores that need tax and bookkeeping control
The service is intended for businesses that want to turn store and payment data into traceable bookkeeping and tax obligations reviewed for their circumstances.
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Stores on Shopify, WooCommerce or PrestaShop with activity in Spain.
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Businesses that collect payments through Stripe, PayPal or other gateways.
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E-commerce operations with owned inventory, fulfilment or stock in more than one location.
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Companies selling through several channels that need to organize sales, refunds, fees and payouts.
What our e-commerce accounting service includes
The proposal states what the firm will handle, what documentation the client must provide and which work is excluded or needs an additional assessment.
| Area | Included | Provided by the client | Out of scope |
|---|---|---|---|
| Tax and VAT | Review of applicable Spanish obligations and assessment of intra-EU B2C sales, OSS or other registrations when the operation requires it. | Sales by country, customer type, invoices, refunds and relevant changes to the activity. | Legal advice and international work not expressly included in the proposal. |
| Bookkeeping | Posting and review of sales, refunds, expenses, fees and settlements within the agreed scope. | Issued and received invoices, bank statements, supporting documents and access to or exports from the agreed systems. | Historical reconstruction or work on incomplete records that requires a separate engagement. |
| Payments and reconciliation | Reconciliation of contracted Stripe, PayPal and other gateways with sales, refunds, fees, payouts and bank movements. | Complete gateway and bank reports for the necessary periods and currencies. | Web development, technical integration work and online-store maintenance. |
| Inventory and multi-channel operations | Review of inventory locations, movements and channels to identify their accounting and tax impact. | Inventory, warehouse, movement, logistics-provider and marketplace reports. | Marketing, order operations, customer service, logistics and day-to-day store management. |
Advisory for e-commerce stores with inventory, gateways and multiple channels
We review Shopify, WooCommerce, PrestaShop and the rest of the operation before defining obligations and deliverables.
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Shopify, WooCommerce and PrestaShop
We review sales, tax, refund and order reports from the platform and connect them to the accounting records.
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Stripe and PayPal
We reconcile payments, fees, refunds and payouts with the bank and recorded sales, based on the available reports.
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Sales, refunds, fees and payouts
We organize the document flow and review differences before posting movements and preparing the obligations in scope.
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Inventory, warehouses and marketplaces
We assess where inventory is held and how it moves across channels or countries to identify issues that need further review.
Online-store scenarios we review
Each scenario is assessed from the available documentation; a platform, threshold or channel alone does not determine every obligation.
| Scenario | Impact to review | How we handle it |
|---|---|---|
| Shopify, WooCommerce or PrestaShop | Reports need to connect to invoices, taxes, orders and refunds for the same period. | We agree the exports required and review how they correspond to the bookkeeping. |
| Stripe and PayPal payments | The amount received may differ from the sale due to fees, refunds, reserves, currencies and payout dates. | We reconcile gateway reports with sales, payouts and bank movements. |
| Sales, refunds, fees and payouts | Posting only the net receipt may hide items that need separate treatment and supporting records. | We break down verifiable flows and document differences before posting them. |
| Inventory held in Spain | Purchases, cost of sales, returns and adjustments need inventory data consistent with the accounting period. | We review inventory reports and the document process agreed with the client. |
| B2C sales to other EU countries | OSS may apply in certain cases; the common threshold and other circumstances need to be assessed together. | We review destinations, customer type, establishment and operations before identifying the applicable scheme or filings. |
| Foreign warehouses or marketplaces | Holding inventory outside Spain or using particular logistics models may create additional local obligations. | We identify countries, movements and documentation to determine whether registrations, local partners or an additional proposal are needed. |
How we work with your e-commerce business each month
- 01
Understand the operation
We document platforms, channels, customers, countries, gateways, banks, inventory and responsibilities. - 02
Receive the records
We agree formats, access or exports and delivery dates for each information source. - 03
Reconcile and review
We compare sales, refunds, fees, payouts, banks, invoices and inventory and communicate exceptions. - 04
Close and explain
We prepare the bookkeeping and obligations in scope, retain traceability and explain relevant points for the period.
Fees and service conditions
Fees are determined after reviewing document volume, platforms, gateways, countries, inventory and the obligations in scope. The proposal sets out scope, frequency and any work that may require an additional quote.
| Included in the agreed scope |
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| Tax and accounting services described in the accepted proposal. |
| Platforms, gateways and periods expressly included. |
| Agreed document calendar, responsibilities and communication channels. |
| May be out of scope |
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| Government fees, third-party costs and work in other countries unless expressly included. |
| Legal advice, marketing, web development and operational store management. |
| Reconstruction, remediation or exceptional projects that need a separate assessment. |
Official sources
Institutional references used to review this content.
- AEAT
Spanish Tax Agency — Explanatory notes on e-commerce and VAT
Official explanatory notes on the VAT rules that apply to e-commerce.
- European Commission
European Commission — VAT for businesses and One Stop Shop
Institutional information about VAT for businesses and the One Stop Shop schemes.
- BOE
Spanish Official Gazette — General Accounting Plan
Consolidated text of the Spanish accounting framework used as a general reference.
- Stripe
Stripe — Payment reporting and reconciliation
Primary documentation on payment, balance and reconciliation reports.
- Shopify
Shopify — Payout reconciliation report
Primary documentation on Shopify Payments payout reconciliation reporting.
Frequently asked questions
We can work with stores on Shopify, WooCommerce and PrestaShop, among others, provided that we agree the reports, access or exports needed to review the operation.
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Organize the tax and accounting side of your online store
Tell us which platforms, gateways, countries and warehouses you use. We will review the initial information to define the service your e-commerce operation needs.